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Requirements and information for oral sessions

Registration

Please note that your abstract's inclusion in the final Summit programme is dependent on you completing your registration by Monday 3 July 2017.

To register for the Summit, log in and select 'Registration' from the left hand menu.

The early bird registration ends on Friday 30 June 2017.

A reminder also that a visa is essential for most foreigners visiting South Africa. You can find information about visa requirements, here.

Changes to abstracts

Please note that changes to abstracts are no longer possible.

You can change the presenting author of your abstract by e-mailing abstracts@globalevidencesummit.org with the name of the old presenter, the session, the abstract, and the name of the new presenter. Please note that no changes are possible after 3 July 2017.

Speaker preparation area

Located in Meeting Suite 1.51 on the 1st floor of the CTICC. All speakers are required to check in at the speaker preview room to upload and run through their presentation with a technician.

Please upload your presentation at least two hours prior to your talk, although ideally we recommend uploading your presentation the day before your talk.

Please note that all speaker venues are fitted with computer projection facilities only. No overhead projector facilities are available. Speakers should report to the venue of their presentation fifteen minutes before the start of the session to meet the session chairpersons, and familiarise themselves with the audio-visual equipment and venue layout.

Oral sessions

In the programme, time slots of 90 minutes each are reserved for parallel oral sessions.

Each parallel session will include both short- and long-oral sessions.

Parallel oral session time slots:

Wednesday, 13 September

Thursday, 14 September

Friday, 15 September

Saturday, 16 September

11:00-12:30

Parallel session A

Parallel session D

Parallel session G

Parallel session H

14:00-15:30

Parallel session B

Parallel session E

-

Parallel session I

16:00-17:30

Parallel session C

Parallel session F

-

-

Instructions for long oral sessions

Each session will include 4 presentations.

Presenters will have 15 minutes to do their presentation and 5 minutes for discussion.

The length of your presentation may not exceed 15 minutes. Chairs of the session will advise you when you have 3 minutes and 1 minute remaining.

For 15 minutes of presentation, you can prepare around 15 (maximum 20) slides including the introduction, conflict of interest and end slide.

Please disclose all funding sources or potential conflict(s) of interest to the audience before your presentation. Your disclosure(s) should be stated on the second slide of your presentation. We recommend to use either of the following statements:

“I have no actual or potential conflict of interest in relation to this presentation.”

“I have a [financial interest, arrangement or affiliation] with the following organisation(s) that could be perceived as a direct or indirect conflict of interest in the context or content of this presentation.”

You can prepare your presentation in PowerPoint, in Keynote (for Mac-users) or as a pdf-file.

Please don’t forget to bring an extra copy of your presentation to Cape Town (USB-Stick or by sending it to your email).

Instructions for short oral sessions

Each parallelsession will include up to 9 presentations.

Presenters will have 5 minutes for their presentation and 3 minutes for discussion.

Each short oral presentation may use a maximum of 6 slides including the introduction, conflict of interest and end slide

Please disclose all funding sources or conflict(s) of interest to the audience before your presentation. Your disclosure(s) should be stated on the second slide of your presentation. We recommend to use either of the following statements:

“I have no actual or potential conflict of interest in relation to this presentation.”

“I have a [financial interest, arrangement or affiliation] with the following organisation(s) that could be perceived as a direct or indirect conflict of interest in the context or content of this presentation.”

You can prepare your presentation in PowerPoint, in Keynote (for Mac-users) or as a pdf-file.

Please don’t forget to bring an extra copy of your presentation to Cape Town (USB-Stick or by sending it to your webmail).

On the day of your presentation

Check in at the speaker preparation room at least two hours before your session starts and provide a copy of your presentation to the technical staff.

All presentations must be uploaded latest one hour before the first speaker begins.

If you wish to incorporate videos in your presentation, make sure you check that it works at the computers at the venue well beforehand (best the day before your presentation).

Please come to your assigned session room 10 minutes in advance to fine-tune the session with the session chairs and other presenters.

Every room is equipped with a laptop, projector and screen. A microphone for the speaker and a second microphone are available in each room.

Technical assistance will be available in each room.

Session chairs will introduce each presenter.

Session chairs will advise you, when you have 3 and 1 minute remaining.

Please be respectful of your fellow presenters and their allotted time by staying within the time allowed and complying with the session chairs if they ask you to wrap up.

Poster dimensions

Please do not exceed these dimensions - posters that do not fall within size limitation cannot be posted.

Poster printing and transport

Posters MUST be printed prior to the event. Please bring it with you (as hard copy) to the Global Evidence Summit.

The presenter must transport all materials to and from the venue.

There will be NO printing facilities available at the Summit venue.

The nearest printing shop where you could print your poster is the Wizardz Print & Design, at the V&A Waterfrot - waterfront.co.za/Shop/w/wizardz-inc. Please not you will have to contact them yourself and make your own arrangements if you wish to use their services.

Design restrictions

All text should be in English.

Please ensure you create posters that are as professional and visually appealing as possible, and that you use a font size that can be read from an arm’s length from the poster.

Please also check whether your organization provides poster templates and has any brand guidelines that should be followed.

Mounting and dismounting

Presenters are responsible for mounting and dismounting their posters during the designated times, which you will receive at a later date.

Posters should be attached to the poster boards with double sided tape or prestick only, which will be provided to you.

If presenters don’t take down their posters by 18:00 at the end of each day, the posters will be placed in bins near the information desk. If they aren’t collected from the bins by 18:00 on Saturday 16 September 2017 they will be discarded.

Flyers and hand-outs

Please bring A4 copies of your poster with you to share with interested delegates

We will not allow hand-outs or flyers to be left on the floor around the poster display.

We will not be providing envelopes or sticky tape for this purpose; the presenter must bring these themselves.

Location

The poster boards will be set up in the lunch areas.

You will receive a map of the venue and presentation locations in your registration pack when you arrive.

Tips for first time poster presenters

We know that making a poster for the first time can be a daunting experience and so we have asked a few of our colleagues what advice they would give to first time poster presenters. These suggestions are contained in the quotes below. We thank the following colleagues for their kind contributions to this tips: Arrie Odendaal, Joy Oliver, Solange Durão, Taryn Young, Tamara Kredo, Babalwa Zani, Lai Jiang and Karen Daniels.

“I always go to photoshare.org to find photographs for my posters. They have a great stock of international health and development images, and you can be guaranteed that permission to reproduce the photograph has been obtained from those people being photographed. But do note that you have to register and make a request before you can use the image. It may take them at least 24 hours to get back to you and then they may have some questions. So don’t do it on the last minute!”

“I like it when a poster visually (lots of pictures and graphs) tells a story - this is a great way to get people to talk to/engage with you about your poster. Use text sparingly – a picture is worth a thousand words! For more ideas/tips go to ncsu.edu/project/posters”

“Transporting a poster printed on paper or soft cardboard can be very tricky. Sometimes they’re too long to fit into the overhead luggage compartment, or otherwise they get lost after you check it in, or if they’re not in a firm enough holder then they can also get damaged. To avoid some of these headaches and to travel in peace, consider printing your poster on cloth instead of on paper. That way you can fold the cloth and carry it safely in your hand luggage. Please remember to iron your cloth poster when you reach your destination – a creased poster does not display nicely!”

“Less is more. Keep to the key information and don’t try to cram too much onto the poster”

“Ask a colleague what he/she thinks about the poster - does the essential message get across? Is the poster visually interesting? A fresh pair of eyes may give you another perspective on it.”

“Prepare your poster well ahead of time. It takes a lot of thought, and writing and re-writing, so you may end up doing different drafts until you are happy with what you have. This is especially true if you are going to work with a graphic designer, as you’ll want to have enough time for reviewing the different versions of the poster.”

“Get help from colleagues to read the content and make sure it’s simple and accessible. I also suggest getting help from a design studio to ensure the lay-out is clear, the colours easy to read and the graphics are great ”

“Don’t underestimate the ability of a poster to communicate research, it could be loaded on the conference website after the conference so people can still quote you”

“Be present to answer questions for as long as possible during tea or lunch breaks”

“As they say a picture says a thousand words, consider using tables and figures instead of more text”

“Start working on your poster as soon as you receive the conference guidelines. This will give you enough time to think and make changes and will avoid the last minute anxiety”

“Remember that a poster has three elements – oral presentation, visual display and content. All of these elements are important, so don’t neglect any of them or give prominence to one element over any of the rest”

“Stand at your poster, even during the slots that you’re not being judged. This gives you the chance to engage with other participants who are coming past to look at the posters. It is a great opportunity for networking and more importantly for showcasing your important work. A good idea would be to have some business cards ready for those who want to keep talking to you!”

“Have copies of your poster printed on a A4 size paper so that the audience can keep the poster content and the contact info easily. I found it is quite handy.”

“Start by drawing the design of your poster on an A4 or A3 page, even if your drawing is very rough. That way you get a sense of the balance needed between the use of photographs, diagrams and written content, as you try to find the best way to illuminate your message.”

A suggestion of questions to ask yourself before finalizing your poster

General impression

Is this poster a visual presentation of information (i.e., using graphs, tables, diagrams)? In other words, is it a simple reproduction of a written paper in poster format?

Is this poster understandable to your colleagues without any verbal comment?

Does this poster provide a clear flow of information from introduction to conclusion?

The flow of information should be clear from the layout.

Does this poster focus on major findings (few key messages)?

A common fault is to try to cover too much in a poster. Does this poster lead you quickly to the point?